How can you ensure that all project documents are complete?

Documents mentioned in deliverables as per contract and prepared on the basis of established templates after following the construction management procedure and document management procedure by using EDMS.

To ensure complete project documents, establish a rigorous process with clear guidelines and templates for document creation. Regular reviews by stakeholders and experts help spot gaps. Use version control and a central repository for easy access to up-to-date documents. Implement quality assurance to cross-check completeness and accuracy before critical project milestones, ensuring compliance with requirements.

It's very important to keep track of all the document records from start to finish. First of all you need to define for each document a category according to its content. This can be applied by thinking of the structure of the categories and subcategories as work-breakdown structure (WBS) diagram. You need to keep track of all the revisions that are made and sort them accordingly. From my point of view an organization needs to have a document management procedure implemented in accordance with ISO 9001, 4669-1, 14641.

Initiate an IM/DCC audit on the contract MDR to examine and evaluate the final documentation deliverables index to confirm i.e. the expected status of all deliverables, number or quantity of the expected deliverables, quality of the expected deliverables...i.e. if the deliverables are clear enough for future reproduction and references etc...cos, some times contractor may reduce the numbers of file pages or replace some content of the file on the final version stage in order to be unnecessary indispensable at the end of the project or in future maintenance need. I can cover this gap for any multinational IOC that is interested in cutting cost of unnecessary cost in project delivery within IM/DCC scope, I trust no contractor in final doc HO

Creating a shared drive software (eg. Aconex or equivalent) accessible to all related site teams for the soft copies of all site documents.

In my experience I recommend that you create your own general templates because you know it's content and structure. Also you need to keep in mind that every project it's unique and you need to adapt accordingly. Some of the frequently used templates in construction by me are: - GANTT charts - Critical Path Method - OpEx and CapEx - Value and Quantitative Execution Graph - Activity Reports that can be daily, weekly or monthly used for continuous improvement of operations (Kaizen) - Register of Documents revisions - Qulity Plans in accordance with ISO 10005 - Kanban Board

Inspection requests, Job Site Instructions, Material Inspection Requests, Material Approval requests, Clarification Requests, MEP Clearance Requests and many more formats are required for large scale construction

An efficient document management procedure offers control of the project. This can be obtained by keeping records of all the construction documents and their revisions and discussions In a complex project you may have to communicate with other teams working at the same project and I strongly recommend to keep an archive of all the messages and also if you're requested to do something regarding the project to ask in the project group for confirmation of the specific request so that you can have proof that there was an official request by the person in charge with its side of the project. For example if you are asked to make certain electrical connections to be used for an HVAC control panel on position X than ask for confirmation!

Create a tracker for everything on the project from RFIs, Submittals, specification requirements for testing of systems, asbuilts, warranties, etc. with a one stop shop checklist, less items are at risk of being missed.

Document control is critical to ensuring all correct items get completed. Having systems and processes in place are crucial to the success of a project, especially when it comes to document organization. Be sure to use standard naming systems throughout the project, label and store items in the correct place, and train all employees or others who may need to access documents on the correct procedures to eliminate confusion. Having standard workflow processes and step-by-step instructions for all necessary reports, documentation, change orders, new information, etc. is important so everyone can stay on the same page and contribute to the overall success of the project.

Document audits from my point of view need to be made by another person than the one that created the content in the documents because the one who created the documents has a subjective perspective and the other person reviewing them has an objective perspective of its content.

Il faut avoir la mention as Built - tel que construit, sur toute la documentation. Ce qui veut dire que toutes la documentation a été révisés et approuvés selon la réalité du projet.